data entry guide

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Part 3: Training and Practical Guides 3-5-1Section 5: Data Entry Guide WHO STEPS Surveillance

Last Updated: 14 November 2008

Section 5: Data Entry Guide

Overview

Introduction This section provides general guidelines and training for data entry staff. Asuggested schedule for training data entry staff is located in Part 3, Section 1.

Instructions for supervising data entry and creating the final data set are

covered in Part 4, Section 2.

Intended

audienceThis section is designed for use by those fulfilling the following roles:

data entry supervisor

data entry staff

STEPS Site Coordinator.

In this section This section covers the following topics:

Topic See Page

Using the Computer 3-5-3

Data Entry Process 3-5-5

Data Entry Rules and Guidelines 3-5-7

Introduction to EpiData 3-5-9

Using EpiData for Data Entry 3-5-10

Consistency Reports 3-5-15

Backing up Data 3-5-16

Pilot Test 3-5-17


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Overview

Introduction Data entry staff play a key role in ensuring that data collected and recorded on

the completed instruments is accurately entered into the survey database and

all instruments and associated tracking forms are systematically sorted andfiled.

Note: Please tailor this training guide according to the baseline level of

knowledge of your data entry staff.

What you will

learnDuring this training, you will learn about:

using the computer

the data entry process

how to enter data and manage instruments

rules and guidelines for data entry

using EpiData software and the generic templates

how to handle problematic (e.g. incorrectly completed) instruments

how to produce a consistency report on entered data

how to back up entered data.

Learning

outcomesThe learning outcome of this course is accurate, efficient and well-

documented entry of STEPS survey data from the instruments and Interview

Tracking Forms.

Other data

entry materialsThis guide is to be used in conjunction with the following Sections in the

STEPS Surveillance Manual. These sections provide full instructional

material on the following topics.

Topic Location

Preparing the Data Entry Environment Part 2, Section 4

Data Entry Part 4, Section 2

STEPS Instrument Part 5, Section 1

Interview and Data Entry Forms Part 6, Section 2


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Using the Computer

Introduction To use the computer for data entry, and to be able to operate the data entry

software, you need to know how to:

work safely

turn the computer on

open up the software you will be using

exit from the software

shut down the computer.

Work safely Computers are electrical equipment and must be operated in a safe manner.

Guidelines for safely operating your personal computer include:

Safety Issue Guideline

Water and

dust

Ensure that at all times the location of your computer is dry

and clean. Any moisture or build-up of dust can increase

the chance of electric shocks that can damage you or your

computer.

Ergonomics Ensure that your chair and the immediate environment are

ergonomically placed, that your neck and back especially

are not twisted or strained while operating the machine.

Food and

drinks

Keep food and drinks away from the computer. Drinks

spilled onto the keyboard can damage under the keys.

Electricalstorms

If electrical storms occur while operating the machines, it issafest for both you and the machine to switch them off and

unplug them from the power source, in order to prevent

electrical surges or spikes damaging the equipment.

Turning on the

computerFollow the steps below to start using your computer:

Step Description

1 Check that the computer is plugged in to the wall and the environs

seem safe before turning on the main switch of your computer.

2 When turned on, you will hear a whirring from the internal fan

inside the box, and the screen should light up. Some screens have

an additional switch which needs to be turned on.

3 Ensure that the CAPS LOCK light is notlit. If the light is on,

press the CAPS LOCK key to turn it off.

4 If prompted, enter your user ID and password. The password will

be assigned to you by your supervisor and must not be shared with

others.

5 The screen will show the software that has been set up for you.

Continued on next page


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Using the Computer, Continued

Running your

software

packages

The icon for EpiData should be located on your desktop. Double click on the

icon to open EpiData.

For tracking the stage, location, and comments from instruments as you enter

them, you will use the data_entry_tracking.xls Excel file. The data entry

supervisor should provide specific directions on how to open Excel on the

computers.

Creating

foldersWhile the data entry supervisor should have created all necessary folders on

each machine prior to training, it is still important that data entry staff

understand how to create a folder on their computers. Follow the steps below

to create a folder if you have a mouse that has two buttons:

Step Action

1 Go to the desktop on your computer.

2 Locate an empty space on the screen and right click on the mouse.

3 Select New>Folder from the list.

4 Type the name of the new folder below the icon for the new folder.

5 To create a folder within the new folder open the new folder and

complete steps 2-4.

Note: If your mouse does not have 2 buttons, you can create a new folder by

opening Windows Explorer and selecting File>New>Folder from the menuoptions.

Caring for your

computerOccasional care of your computer may be necessary including:

wiping the keyboard and external surfaces of the box with a soft cloth (not

damp or wet) when the power is off;

cleaning the screen surface with a lint- and static-free cloth;

vacuuming external vents to the computer box in dusty environments to

reduce chances of dust-caused faults.

Closing down

your computerAt the end of the day follow the steps below to safely turn off your computer:

Step Action

1 Close EpiData and Excel.

2 Use the cursor to go to the lower left corner of the screen.

3 Select 'Start', then 'Shut down'.

Note: The machine may do some processing before shutting down. The

screen should turn off and then the noises from the internal fan should cease

as it closes down.


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Data Entry Process

Introduction Data entry is a systematic process that covers the following main stages:

receiving and loggingdata entry

validation

error correction

filing.

Overview of

processThe table below gives a very general overview of the data entry process.

Step Description

1 Completed instruments received, logged, and sorted by content.

2 Instruments are 1stkeyed, using EpiData.

3 Instruments are 2ndkeyed, using EpiData.

4 Data checked by data entry supervisor and combined into one

dataset.

Using several

data entry

operators

To complete the survey within the given timeframe it is recommended that a

team of data entry staff work together. The team needs to be well supervised

and managed to ensure:

each person completes a varied range of tasks each day;

good workflow to keep up with completed instruments and forms and keep

to scheduled timeframes.

Second

KeyingIt is strongly recommended that all instruments be keyed (entered) twice. A

second keying decreases the chance of data entry errors being present in the

final dataset. If a team of data entry staff is available, it is recommended to

have two different staff members perform one keying of each instrument. With

multiple staff members, the second keying process would be implemented as

follows:

Step Description

1 Staff member 1 is assigned to Computer A and completes the 1st

keying for all instruments assigned to Computer A.

2 Staff member 1 and Staff member 2 swap computers. Staff

member 2 is now assigned to Computer A.

3 Staff member 2 completes the 2ndkeying for all instruments

assigned to Computer A.



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Data Entry Process, Continued

Overview of

handling

Instruments

Instruments need to be handled systematically to maintain a good workflow,

to make sure all problems and queries have been resolved, and to ensure that

originals can be easily retrieved once completed. A system should bedeveloped that provides explicit directions for how:

instruments are received and logged by the supervisor;

instruments are sorted and assigned to a data entry computer;

data entry staff members log receipts of instruments;

data entry staff members track the data entry process using the Data Entry

Tracking Form;

instruments are filed as data entry is completed for each instrument;

instruments are locked away each night and redistributed each morning.

Handling

queriesAll queries should be addressed to the data entry supervisor. When you have

a query make sure you:

collect all necessary information about the query prior to contacting your

supervisor;

log any decision about the query on the Data Entry Tracking Form.


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Data Entry Rules and Guidelines

Introduction To ensure consistently high-quality data and to minimize delays, some

general rules need to be observed during the data entry process to handle any

difficulties that may be encountered with a given instrument. The table belowprovides some general guidelines for the data entry team.

Problem Guideline

Instrument not

correctly filled

out

The data entry protocols and guidelines will not work if

the instrument is not filled out correctly by the data

collection team. If you come across an instrument that is

not correctly filled out, immediately consult your

supervisor.

(For example: The participant replies that he/she does not

currently smoke but then provides values for how many

cigarettes they smoke each day.)

Missing data Some questions may be blank. Follow the guidelines

below to handle missing data:

If Then

Data is missing in

a field where data

is expected.

Enter 99 or 999 accordingly. Do

NOT enter 0.

Complete date of

birth or age is notprovided.

Enter what is given. If any date is

available, it will usually be theyear.

Year of birth

(only) is providedCalculate the estimated age of

participant (survey year - birth

year) and enter into age.

Log calculation in Data Entry

Tracking Form.

Surplus data If a decimal value (e.g. 7.5) has been entered where a non-

decimal value is expected, enter the non-decimal part of

the response (e.g. 7). For any other problems, consult

your supervisor.

Participant ID

(PID) crossed

out

If you come across an instrument where the PID has been

crossed out and another has been written in pen, then:

skip the entire instrument and start entering a new one;

record both PIDs in the Data Entry Tracking Form and

note if you entered any data;

contact your supervisor.



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Data Entry Rules and Guidelines, Continued

Topic Guideline

Value out of

range

If an instrument contains a value that is not possible, such

as 1600 for height instead of 160, the value needs to becoded as out of range using 99, 999, or in the special case

for weight: 666.6. The data entry tool will not allow an

implausible value to be entered.

Other

problems

You may come across other situations that are not easy to

resolve. If your supervisor is not immediately available

for consultation, follow the guidelines below:

do not process the form

skip and go on to the next instrument

record the PID number and nature of the problem

consult the supervisor when he/she becomes available.

Special data

entry codesSpecial codes have been allocated for use in STEPS to show the reasons data

are unavailable. The codes include:

Codes For response

77 or 777 Dont know

88 or 888 Refused

99 or 999 Missing


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Introduction to EpiData

Introduction EpiData is a program for entering data. Although you do not need to be an

expert in EpiData in order to use this program, it is important that you are

able to navigate the program.

Opening

EpiDataPrior to training, the data entry supervisor should have downloaded and

installed EpiData on all data entry computers. Instructions for downloading

and installing EpiData can be found in Part 2, Section 4.

To open EpiData or any templates associated with EpiData you need to open

the EpiData program. To open EpiData either:

click on the EpiData icon on your desktop, or

go to C:\Program Files\EpiData and click on EpiData.exe.

EpiData

toolbarsThe opening screen of EpiData is blank and contains 6 buttons across the top

of the screen. These buttons and their functions are described in the table

below.

Button Used to

1. Define Data Access the .qes file and make changes to the

look/content of the data entry templates.

2. Make Data File Create data entry template (.rec file) from the .qes file.3. Checks Access the .chk file and define the value ranges and

skip patterns used during data entry.

4. Enter Data Enter data. Use this during pilot testing as well as for

actual data entry.

5. Document Print out a codebook to provide all the information

associated with a template.

6. Export Data Export data after data entry is complete.


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Using EpiData for Data Entry

EpiData

templatesThe STEPS team in Geneva has created generic templates for data entry

which should be modified by the data entry supervisor to match your site-

specific instrument. The table below lists the templates.

Template To record

Survey Cluster (centre/village) Name

Cluster (centre/village) ID

Interviewer ID

date of completion of the instrument

core questions and measures for Step 1, 2 and Step 3,

as applicable

expanded and/or optional questions

Consent Confidential (personal identification) dataBiochemical Step 3 measurements, if recorded on a separate form

Note: Further details on the templates, including instructions for modifying

them, are provided in Part 2, Section 4.

Location of

data entry

templates

Prior to training, the data entry supervisor is responsible for ensuring that a

copy of the data entry templates has been placed on all data entry computers

at the following location:

C:\STEPS\data

Note: Once training is completed, the data entry templates on all data entry

computers should be replaced with new copies so that test data is not included

with the STEPS survey data.

Performing the

first keyingThe table below provides step-by-step instructions on how to do the 1stkeying

for a completed Instrument.

Step Action

1 Open the EpiData program and click on the "4. Enter Data" buttonat the top of the screen.

2 Open the appropriate EpiData template (e.g. survey.rec) from the

C:/STEPS/data folder.

3 Take the top instrument from your folder containing instruments

ready for 1stkeying and locate the Participant ID in your

computer's Data Entry Tracking Form (either in Excel or Word).



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Using EpiData for Data Entry, Continued

Performing the

first keying

(cont.)

Step Action

4 Beginning with the Participant Identification Number (PID) at

the top of the STEPS Instrument, enter data into the databaseexactlyas it is written. Use the TAB key to move from one

question to the next on the data entry screen.

Note: Missing values are not allowed for the following items:

PID (Participant Identification Number)

I1 (Cluster Number)

I4 (Date of completion of Instrument)

C1 (Sex)

C2 or C3 (Age)

5 Continue using the TAB key to move from one question to thenext until you reach the very end of the data entry form. When

the last field is reached, EpiData will prompt you to save the

current record. Click "Yes" to save the record and get a clean

data entry form ready for entering data from the next instrument.

6 Log all discrepancies, questions and problems (irregularities)

that you cannot resolve into the Data Entry Tracking Form.

Include:

code (general identifier for a question, e.g. T1, P5)

brief description of problem

supervisor's decision.7 When you have completed entering the data from your section

of the instrument, move the paper copy to the "second key"

folder and update the Data Entry Tracking Form.

8 Continue entering the instruments and repeat steps 3-7.

9 At the end of the day, give the folders to the supervisor to lock

up.

Note: At the bottom of the EpiData window is an indicator of how many

records (instruments) have been entered in the current .rec file. Initially, this

space will read "New/0" but the text will change as more records are entered.

It is a good idea to periodically confirm that this number matches the number

of records that have been entered (e.g. "New/5" indicates that you have

finished and saved 5 instruments and are currently entering your 6 th

instrument).



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Returning to a

specific recordOccasionally you may need to return to a specific record in your data file.

This may be necessary if you had to set aside a problematic instrument to

await your supervisor's assistance or if you notice that you have skipped asection of an instrument you have entered. Follow the steps below to return

to a specific record.

Step Action

1 Open the EpiData program and click on the "4. Enter Data"

button at the top of the screen.

2 Open the appropriate EpiData template (e.g. survey.rec) from the

C:/STEPS/data folder.

3 Select "Find Record" from the Goto menu at the top of the screen.

4 Enter the Participant ID of the instrument of interest in theCriteria column next to ID.

5 Click "OK".

6 Once all changes/corrections have been made either close

EpiData or select "New Record" from the Goto menu at the top of

the screen to continue entering instruments. Click "Yes" to save

the modified record when prompted.

Preparing for

the secondkeying

A second keying should be done only after a large number of instruments

have been first keyed on a given computer. If there is a significant amount oftime between the arrival of new sets of instruments from the data collection

team, a second keying can be done on all instruments received while awaiting

new instruments. Otherwise, it is best to wait until the first keying has been

completed on all instruments before proceeding to the second keying.

In order to minimize the potential for error, each instrument should be second

keyed on the same computer on which it was first keyed. If multiple data

entry staff are available, one staff member should use a given computer to

complete the first keying and another staff member should use the same

computer to complete the second keying (i.e. staff members should swap

computers when doing second keying).

The table below provides step-by-step instructions on how to prepare for the

second keying. It is important to keep in mind that the file generated from

this process can onlybe used for the second keying of those instruments

entered in the .rec file prior to making this file. If more instruments are

received at a later time, these instruments should be first keyed and second

keyed in completely separate files.



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Preparing for

the second

keying (cont.)

Step Action

1 Open EpiData and select "Prepare Double Entry Verification"

from the Tools menu at the top of the screen.2 Select the original .rec file (e.g. survey.rec) that needs to be

second keyed.

3 Note that the name of the new data file for double entry has been

automatically generated in the "File Name" field. It has the same

name as your original file except that "_dbl" has been added to

the name.

4 In the "Create Data File" dialog window, select the option "match

records by field" in the lower left-hand corner. Double click "ID"

in the "Select key-field" dialog window.

5 Click "OK" when the "Information" dialog window appears.Note that the name of the file for the second keying is listed at the

bottom of this window again.

Performing the

Second KeyingThe table below provides step-by-step instructions on how to do the 2nd

keying.

Note: When the second keying is completed, the verified data will be stored

in the _dbl.rec file, notthe original .rec file.

Step Action

1 Open EpiData and click on the '4. Enter Data' button at the top of

the screen.

2 Select the _dbl.rec file created following the instructions above.

A dialog window should appear over the data entry screen statingthat you are in data entry verification mode. The window will

state which data file you are comparing with and which field is

used to match records in each file (i.e. ID). Click "OK".

3 Complete the second keying in the same manner as the first

keying, starting with the first instrument in your pile and using the

TAB key to move between fields when entering data (refer to

steps 3-6 from the instructions for first keying).

4 If a value entered does not match with the first keying, follow the

guidelines on the next page.

5 Move completed instruments to the "completed" folder and

update the Data Entry Tracking Form.

6 Continue second keying instruments until all instruments in the

"second key" folder have been entered and moved to the

"completed" folder.



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Validation and

error

correction

During second keying, if there are any discrepancies between the data from

the first keying and data from the second keying, the EpiData will

immediately highlight the data that does not match. Follow the guidelinesbelow on what to do when discrepancies arise.

If Then By

An error is found in the

second keying.

Keep the original

value and continue.

Clicking '3. Original'

on data entry screen.

An error is found in the

firstkeying and is a

minor typing error.

Keep the new value

and continue.

Clicking '2. New' on

data entry screen.

Neither thefirst nor

second keyingis

correct.

Correct the error and

continue.

Clicking '1. Edit' on

data entry screen.

You are not sure which

interpretation of the

participants response

is correct.

Notify the supervisor

and log any decision

in the Data Entry

Tracking Form.

A high number of

errors are found in the

first keying.

Notify the supervisor.


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Consistency Reports

Introduction At the end of each week, each data entry staff member entering data should run

a consistency report on the survey.rec file on their computer to check the data

for:

missing data for Participant ID

missing data for Cluster ID (I1)

missing data for date of interview (I4)

missing data for sex (C1)

missing data for age (C2 or C3).

Instructions In EpiData there is a consistency check file that searches for problematic

records and provides the Participant ID (PID) (or record number for thoserecords missing PID) for each record that fails the check. Follow the steps

elow to create a consistency report.b

Step Action

1 Open EpiData.

2 Select "Consistency Checks" from the "Document" menu at the top

of the screen.

3 Select survey.rec (or survey_dbl.rec if second keying has been

completed) for "data file to check".

4 Select consistency.chk for the "file containing checks".

5 Click "OK".6 Save report under C:/STEPS/data/reports and use the current date

as the file name.

7 Print a copy of the report for your supervisor.


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Backing up Data

Introduction All data files must be backed up on a daily basis to avoid data loss.

Backup At the end of each day of data entry you must backup all your data files. This

is to avoid data loss. Follow the steps below to back up the files

electronically using EpiData:

Step Action

1 Open EpiData.

2 Select "Backup" from the "Data in/out" menu at the top of the

screen.

3 Select a .rec file that was used during the day for the "data file to

backup" field.

4 Type "D:\STEPS" in "destination directory" (or name of backup

directory, see Part 2, Section 4).

5 Click "OK".

6 Repeat steps 1-4 until all .rec files used on your computer have

been backed up.

Note:Electronically backing up the data should be enough, however if your

computers are not in a safe environment and you need to have another copy

offsite, create a copy of the main STEPS folder for each machine on a disk at

least once a week.


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Pilot Test

Introduction After data entry staff have been given a brief introduction to EpiData, a pilot

test should be done to practice the entire data entry process.

Test Data Test data will need to be generated for the pilot test. If possible, the

instruments completed by data collection staff during their training can be

used. Otherwise, the data entry supervisor should fill in enough instruments

so that each data entry staff member has several instruments to enter.

Additionally, Interview Tracking Forms should be generated for the pilot test.

These should contain the same Participant IDs as are on the instruments used

for the pilot test in order to properly simulate actual data collection forms.

Procedure The table below summarizes all aspects of the data entry process that should be

horoughly tested during the pilot test.t

Step Action

1 Create a full set of data collection forms including:

Interview Tracking Forms

10-20 site-specific instruments

if Step 3 data is collected separately: Step 3 data collection forms.

Include some errors in these forms, e.g.:

torn pages

incorrectly filled out instruments

out-of-range responses

non-existent clusters

invalid participant ID and cluster numbers.

2 Test all logging and sorting processes.

Use the Data Entry Log to sort and distribute all instruments.

Use the Data Entry Tracking Form to document data entry.

3 Test all error correction systems including:

documentation

creating and reading consistency reports

backing up data

data recovery.

4 At each step, report errors to the supervisor and refine the original

EpiData template and instructions for handling different scenarios.

5 When testing is complete and error free, delete all test materials

from the computers and replace them with new copies of the

finalized data entry files.


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data entry guide

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